Administrator - Scheduler

Detailed job description and main responsibilities

Provide a professional, efficient and comprehensive administrative and support service to the locality team, at all times demonstrating a high level of discretion, sensitivity and confidentiality.

Prioritise own workload to meet conflicting deadlines and be able to deal with unpredictable interruptions

Plan for known situations and be able to re-prioritise work to accommodate unexpected situations.

Organise and plan the diary commitments of the locality team, including the scheduling of formal and complex meetings and ensuring that all requirements including equipment are in place, being aware of deadlines and work priorities.

Operate an effective electronic bring forward system for the locality team of the directorate where requested.

Responsible for ensuring that the CHC team have the necessary equipment and resources required to undertake their duties. Report and action any problems that may arise.

Undertake research for the locality team as directed.

Create and maintain databases, spreadsheets and reports as required to assist the locality team.

Support the development and maintenance of an effective office system for dealing with paper flow which promotes a modern, paper light office environment, making best use of technology.

Ensure files, data and information (electronic and paper) are recorded and stored in line with CSU/ICB policies and information governance standards. Create and maintain information databases and spreadsheets as required to store information and ensure ease of retrieval.

Have the ability to be flexible and alter work patterns as required in order to meet the variable nature of workloads, interruptions and deadlines.

Recognise the importance of confidentiality and sensitivity of issues at all times and maintain utmost discretion.

Acting as a first point of contact for the department, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information and referring to other team members as appropriate

Providing a sensitive and efficient administrative support to the Continuing healthcare team and maintaining confidentiality of information relating to service users

Dealing with telephone calls and email enquiries, which may involve dealing with distressed or anxious family members. in an empathetic and helpful manner, taking messages and passing relevant information to the relevant department or team member

Booking patient reviews and having direct contact with distressed and anxious patients and their relatives, treating them with tact and dignity at all times

Monitoring the team email box and distributing emails to relevant team members in a timely manner

Word processing documents, letters, emails, minutes and reports as and when required and in a timely manner and to a high standard. The post holder must have an advanced level of keyboard and ICT skills and be competent in Microsoft Office programmes

Ensuring all queries are dealt with appropriately in accordance with standard operational policy, resolving where possible, and escalating to the appropriate person as required

Accurately inputting onto the Continuing Healthcare database, maintaining data storage and archiving of data as required and in accordance with standard operational policy

Ensuring that data systems are kept up to date to allow accurate and detailed reporting capabilities for both internal and external requirements

Ensuring that all files are collated and filed in a robust and effective manner and take responsibility for archiving documentation as required and in accordance with processes, including Independent review administrative work as directed and when required

Carrying out other appropriate delegated duties as and when required

Ensure the principles and duties of safeguarding are holistically, consistently and contentiously applied.

Contribute to maintenance and monitoring of service standards around quality.

Comply with NHS Codes of Conduct and Standard Business Conduct and/or NHS Trust Standards of Business Conduct policies

The post holder will be responsible for ensuring their mandatory training is up to date.

The job description and person specification are an outline of the task, responsibilities and outcomes of the role. The post holder will carry out any other duties as may reasonably be required by their line manager. The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and organisation